You can import invoices from text files or Excel spreadsheets directly into QuickBooks Online using Excel Transactions software. 

Connect your QuickBooks Online to Excel Transactions App from QBO AppStore by clicking the "Get App Now" button

You can get the free trial of the product in the QBO AppStore. 


Basic Import Steps


Click on "Upload File" Menu and upload your file

  1. Select your file and spreadsheet which has the invoices that you want to import
  2. Select the QBO entity as Invoices
  3. Set up the a Mapping of the columns in your invoice import file to the corresponding fields in QuickBooks (Refer below Section)
  4. Click Import and your invoices will be directly added to your QuickBooks company




The important step in the import is to map the your file headers to QuickBooks Field in Step 3 of the import. 

  • You need to map your file headers to "Excel Transactions" fields.This mapping will enable us to import your transactions properly in to QuickBooks company.
  • In the mapping screen, we have the "Preview Mapping" button which can help you to visualize your current mappings per the QBO screen with your file headers.
  • Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to support@saasant.com.




Excel Transactions Fields


Field Name
Format
Description
Invoice No

21 Characters

Reference number for the transaction. By default, this value is used only for internal processing by Excel Transactions, and QBO auto-generates a new value. This can be changed in the import settings.
Customer
Characters
Name of the customer.
Invoice Date
Date
Date of the transaction.
Due Date

Date

Date when the payment of the transaction is due. If date is not provided, the number of days specified in the SalesTermRef added to the transaction date will be used.
Shipping Date
Date
Date for the delivery of goods or services.
Ship Via
30 Characters
Reference to the ShipMethod associated with the transaction.
Tracking No
30 Characters
Shipping provider's tracking number for the delivery of the goods associated with the transaction.
Terms
Characters

Billing Address Line 1
500 Characters
First line of the billing address.
Billing Address Line 2
500 Characters
Second line of the billing address.
Billing Address Line 3
500 Characters
Third line of the billing address.
Billing Address City
255 Characters
City name.
Billing Address Postal Code
31 Characters
Zip code.
Billing Address Country
255 Characters
Country name.
Billing Address State
255 Characters
State name.
Shipping Address Line 1
500 Characters
First line of the shipping address.
Shipping Address Line 2
500 Characters
Second line of the shipping address.
Shipping Address Line 3
500 Characters
Third line of the shipping address.
Shipping Address City
255 Characters
City name.
Shipping Address Postal Code
31 Characters
Zip code.
Shipping Address Country
255 Characters
Country name.
Shipping Address State
255 Characters
State name.
Memo

4000 Characters
Organization-private note about the transaction. This note will not appear on the transaction records by default.
Message displayed on invoice
1000 Characters
User-entered message to the customer; this message is visible to end user on their transactions.
Email
100 Characters
Email address. The address format must follow RFC 822 standard.
Email CC
100 Characters
CC Email address. The address format must follow RFC 822 standard.
Email BCC
100 Characters
BCC Email address. The address format must follow RFC 822 standard.
Print Status
Boolean
The Print status.
Email Status
Boolean
The Email status.
Shipping
Decimal
The shipping amount for this transaction.
Sales Tax Code
Characters
The TaxCode associated with the sales tax for this transaction.
Sales Tax Amount
Decimal
Total tax amount for this transaction.
Discount Amount

Decimal

The discount amount. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount Percent

Decimal

Percentage by which the amount due is reduced, from 0% to 100%. To enter a discount of 8.5% use 8.5, not 0.085. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.
Discount Account
Characters

Apply Tax after Discount

Boolean

If false or null, calculate the sales tax first, and then apply the discount. If true, subtract the discount first and then calculate the sales tax.
 Service Date
Date
Date when the service is performed.
Product/ServiceCharacters
Name of Product/Service
Product/Service Description
4000 Characters

Product/Service Quantity
Decimal
Number of items for the line.
Product/Service Rate
Decimal

Product/Service Amount
Decimal

Product/Service Taxable
Boolean
If TRUE, marks the line amount for Tax calculation.
Product/Service Class
Characters
The Class name associated with this line.
Deposit
Decimal
The deposit made towards this invoice.
Location
Characters

Show Sub Total
BooleanIf TRUE, It will add Sub Total Line
Custom Field Name (1)
15 Characters
Name of the custom field.
Custom Field Value (1)
31 Characters
Value of the custom field.
Custom Field Name (2)
15 Characters
Name of the custom field.
Custom Field Value (2)
31 Characters
Value of the custom field.
Custom Field Name (3)
15 Characters
Name of the custom field.
Custom Field Value (3)
31 Characters
Value of the custom field.
Currency Code
Characters
Reference to the Currency in which all amounts on the associated transaction are expressed.
Exchange Rate

Decimal

Default is 1, applicable if multi-currency is enabled for the company.
The number of home currency units it takes to equal one unit of currency specified by Currency Code field.

Enable Online Payment
Boolean
Set True to enable Online Payment

Enable Intuit Payment
Boolean
Set True to enable Intuit Payment
Enable CreditCard Payment
Boolean
Set True to enable Credit card Payment
Enable ACH Payment
Boolean
Set True to enable ACH Payment

FAQ's


Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:

  • I want to import Invoices with Invoice Numbers from File. Is it supported?

Yes. It is supported. More Info...

  • Will your application support Multi Line Transactions?

Yes. It will. More Info...

  • I made some mistakes in the mapping. Your application imported wrongly.So my QuickBooks file got corrupted. Is there any way to undo or revert?

Sometimes it happens due to the wrong mapping. It is possible to delete the entire transactions which went wrong. Our DELETE feature is the rescue. More Info...

  • I want to import Invoices using SKU's. Is it supported?

Yes. It is. You need to enable couple of settings while importing. More Info...

  • I want to get an email for each upload. Is it possible?

Yes. It is. You need to enable couple of settings while importing. More Info...

  • Is there any specific Import Settings?

Yes. We do have couple of important settings for import. More Info...

  • Does your app support taxes?

Yes. It does. Tax model for U.S Companies.

  • I don't want to create products automatically for my invoices. I can't create products before each upload. Is it supported?

Yes. It is. You need to enable couple of settings while importing. However. you can control this behavior. More Info...

  • My file has some specific date format. I don't want to change the file. Will your product support all date formats?

Yes. You can select the specific date format as per your requirement. More Info...

  • Do you have any sample templates?

Yes. We do have. Sample template for Imports.

  • What are the file types supported by your application?

txt, csv, xls, xlsx files


Possible Failures & Troubleshooting Tips


Image result for errorThe currency of the transaction is invalid for customer / vendor / account.

The given Currency is different than the default currency of the Customer. Please refer the Customer's Currency in QBO and update the same currency in Currency Field.


Image result for errorDuplicate Document Number Error : You must specify a different number. This number has already been used.

There is an another invoice has the same reference number. Please use the another reference number.

You have disabled "Assign the Estimate / Invoice / Journal Entry / Sales Receipt Numbers automatically" in Import Settings. By enabling this feature,QBO will automatically assign numbers.


Image result for errorAmount is not equal to Unit Price * Qty supplied value.

The given Quantity & Rate is not equal to given Amount. Please verify those fields.


Image result for errorYou can’t set both an amount and a discount percentage if the amount is not the sum of the discount percentage and the subtotal.

You have given the Discount in Percentage & Real Value. Please use one of the value.


Image result for errorNo matching reference found for this account.

Please provide valid account name in "Discount Account" field.


Image result for errorEmail Address does not conform to the syntax rules of RFC 822.

Kindly verify the given email address format. It should be in xxxx@xx.xx format.


Image result for errorAmount is missing in the request.

The Line Item amount is missing for the particular line item.


Image result for errorPlease check in QBO company settings if the appropriate preferences are enabled for the successful upload of current data set. E.g:Shipping, Multi-Currency, etc.

If you have provided Shipping Address or Currency, then please make sure you have enabled Shipping & Multi-Currency feature in QuickBooks Online.


Image result for errorPlease select a tax code for the shipping line.

Kindly provide the valid tax code in Shipping tax Code Field.


Image result for errorNo matching reference found for this customer.

There is no match found for given Customer Name. 

Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.


Image result for errorTransaction amount (Sum of line amounts) must be 0 or greater.

Please provide a valid (Non Negative) amount in Line Item Amount Field.


Image result for errorThe discount amount must be non-negative.

Please provide a valid (Non Negative) amount in Line Item Amount Field.